Senior Procurement Officer

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Supply Management, Level B

Job Title

Senior Procurement Officer

Department

UBCO | Procurement | Finance Operations | Finance

Compensation Range

$7,158.42 - $10,292.25 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

October 27, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

Under the overall direction of the Manager Supply Management, the Senior Procurement Officer is responsible for managing procurement activities for the University’s campuses, ensuring cost effectiveness commensurate with quality. All activities shall be in accordance with the University’s standard practices and all municipal, provincial and federal laws. The incumbent will comply with Financial Operations code of ethics.

The position has more involvement with procurement activities of high (and/or unusual) technical and analytical complexity, has involvement with developing business projects, strategies, and process improvement initiatives (such as leading project teams, developing vendor management strategies, analyzing procurement activities and recommend improvements) as well as has an active coaching/mentoring role with Procurement Sourcing staff.

Organizational Status

Reporting to the Manager Supply Management, the Senior Procurement Officer provides procurement support for Departments, Faculties, and units. Works closely and liaises with all levels of Financial Operations staff and establishes and maintains close working relationships with administration, management, faculty and staff of all levels outside of Financial Operations.

Work Performed

The Senior Procurement Officer works independently and proactively to support Departments, Faculties, and units. The Senior Procurement Officer’s main areas of responsibility are: tendering processes; strategic procurement of equipment, services and supplies; supporting supplier relationships; providing expertise and guidance to staff engaged in supply chain activities.

Procurement of Goods and Services

• Ensures that all procurement is in compliance with regulations and laws and related procurement practices and in accordance with the University standard practices.
• Promotes and adopts Sustainable Supply Chain concepts where appropriate.
• Reviews and monitors purchase requests to ensure compliance.
• Provides consistent sourcing and contracting activities through the use of standard tendering document templates (primarily Request for Proposals, Request for Qualifications, Request for Tenders), maintaining adherence to established Financial Operations sourcing processes and practices.
• Reviews tender and award documentation with respect to the developed evaluation criteria.
• Awards contracts with consensus from the respective department.
• Contributes to the category management activities (contract management; effective sourcing research and development; etc.) of Strategic Sourcing.

Providing Procurement Guidance and Assistance

• Provides guidance and assistance to faculty and staff in all aspects of procurement, including the interpretation of related policies and procedures.
• Provides guidance and assistance to research grant holders (CFI, NSERC, etc.), both at the application and final award stages. This requires extensive University, as well as grant, process knowledge and includes the interpretation of related regulations, policies and procedures.
• Coordinates and resolves problems with end user department and suppliers.
• Demonstrates the procurement function as an effective resource for addressing supply chain issues within UBC.
• Works closely with the Procure to Pay Client Services group, communicates with and educates user departments on the correct and consistent usage of appropriate workflow channels to effectively maximize their utilization of Procure-to-Pay programs and processes.
• Maintains active relationships with, as well as current knowledge of Strategic Sourcing and Procure to Pay Client Services and provides technical knowledge/assistance for routine, intermediate, and complex situations.
• Works with the Procure to Pay Client Services group, the incumbent provides the campus with overall Procure to Pay Client Services advice and education as/when required (Purchase Requisitions, Purchase Orders, Procure-to-Pay products and services) escalating Procure to Pay Client Services issues to the Procure to Pay Client Services, Assistant Manager, or Procure to Pay Client Services staff as/when appropriate.

Records and Document Management

• Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up for furtherance to other Financial Operations staff for on-going management.
• Ensures that contracts are executed according to the University’s Signing Resolutions.
• Prepares, or assists in the preparation of, procurement related reports.
• Ensures that assigned tender activities are acted upon and completed within the targeted turnaround times as a Key Performance Indicator (KPI).
• Contributes to and tracking cost savings/negotiated savings as Key Performance Indicators (KPI) on all procurements.

Supplier Development and Maintenance

• Promotes and develops contact with external suppliers to establish new sources of supply.
• Coordinates and/or conducts interviews with current suppliers to improve levels of customer services.
• Collects and reports statistics to measure commodity and/or supplier performance.
• Assists the Procurement Services Manager in establishing vendor management strategies.

Leadership and Mentorship

• Analyzes current procurement activities and recommends improvement through more efficient procurement methods, quantity discounts, standardization, value analysis and cooperative procurement.
• Reports on lessons learned to the Manager Supply Management.
• Engages, advises, and mentors Financial Operations staff to develop their skills surrounding procurement and support diverse sourcing and contractual activities; providing procurement and contractual expertise and guidance, and delivering procurement process education.

Consequence of Error/Judgement

Financial Operations and the procurement processes governed therein play a key role in enabling the University to achieve its goal of becoming one of the world’s leading universities. The Senior Procurement Officer is a key stakeholder and plays an important role in the successful delivery of optimum procurement tools for the University. Decisions and actions taken or ignored by the Senior Procurement Officer will have a direct impact on how efficiently and effectively the systems and processes will perform and function. Errors in judgment or failure to act decisively could have a detrimental effect within Financial Operations and on the campus at large. Recommendations made by the incumbent which have been poorly analyzed can lead to increased costs to the University, and/or negative legal consequence. Failure to uphold Financial Operations Mission Statement and ethical principles could result in a loss of confidence in Financial Operations leadership within the UBC community.

Supervision Received

Reporting directly to the Procurement Services Manager, the incumbent works collaboratively with all staff within Financial Operations (primarily with Strategic Sourcing and Procure to Pay Client Services) and the campus community at large. Decisions have a direct impact on the success of Financial Operations operational goals, policies and procedures. Performance is evaluated against project and/or objectives, as measurable results are achieved.

Supervision Given

Coaching/mentoring to Procurement Sourcing staff.

Minimum Qualifications

• University degree in a relevant discipline.
• Minimum of 4 years of related experience or the equivalent combination of education and experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• Supply Chain Management Professional (SCMP) designation, National Institute of Supply Chain Leaders (NISCL) designation, or an undergraduate degree in a related discipline with active progression toward a recognized procurement or supply chain credential.
• Experience in public sector procurement, preferably within a complex, regulated environment.
• Proficiency with integrated Enterprise Resource Planning (ERP) systems; experience with Workday is considered an asset.
• Experience utilizing electronic procurement platforms, with knowledge of Bonfire and BC Bid considered an asset.
• Experience administering or working within Contract Lifecycle Management (CLM) systems; familiarity with Conga and Salesforce is an asset.
• Demonstrated experience drafting, reviewing, negotiating, and administering contracts, including identifying, assessing, and communicating contractual risks to stakeholders.
• Experience leading complex procurement initiatives, including software and technology acquisitions, construction projects (CCDC, ACEC, RAIC), and high-value, high-impact service contracts.
• Experience collaborating with government agencies, granting organizations, post-secondary institutions, and other public sector partners.
• Demonstrated ability to lead process improvement initiatives and leverage data analytics to support decision-making, operational efficiency, and service enhancements.
• Strong analytical and problem-solving skills, with the ability to identify key issues, evaluate options, and develop effective solutions.
• Excellent report-writing, presentation, and communication skills, with the ability to convey complex information clearly to diverse audiences.
• Proven ability to build effective working relationships and provide responsive, customer-focused service to internal and external stakeholders.
• Ability to interpret and apply policies, procedures, legislation, and procurement best practices with sound judgment and consistency.
• Demonstrated ability to work independently, manage competing priorities, and contribute effectively within a collaborative team environment.
• Exceptional attention to detail and commitment to accuracy in contract development, procurement processes, reporting, and documentation.